Hello and welcome to the Accelify webinar.
In this webinar, you will learn how to complete and lock
a 504 eligibility meeting.
Here you see the global homepage.
On the top left you will see a navigation icon to click it looks like a
waffle grid.
So when hovering over this waffle grid,
you will see several icons that will allow you to easily
navigate through the system.
When clicking on the home icon you'll be navigated back to
the global homepage.
When clicking on the calendar icon,
you will be directed to the calendar section
of the system.
The settings icon will allow you to edit your profile
information.
The orange plan icon will direct to the plan homepage
and the track icon will bring you to the track section of
the system.
On the very right, you'll see several features that are
available to you.
You'll see the support icon and when clicking on the
support icon, you will see the accelify Accelify phone number as well
as the accelify Accelify help*desk email.
If you choose to email dadehelp@accelify.com,
please include your employee id,
the student id you're working with,
Your the event, form, field that you have questions about so
that we can better investigate the issue.
As you move down the page, you'll see Miami-Dade County
Public Schools.
You'll see your name, your role,
and the logout action button.
Please make sure to click on the logout action button to
logout of the system.
Clicking on the x icon on the top right will simply close
the window.
It will not log you out of the system.
Here you'll you will see a blue bar that will change according to
where you are in the system.
Here we are in accelitrack AcceliTRACK so we will components related to
accelitrack AcceliTRACK.
As you move down the page, you will see those orange plan
icons as well as the track icon and that is just another
way that you can easily navigate directly to that plan
homepage.
Below you'll see announcements,
okay please make sure that you read those announcements.
Those are important updates from accelitrack Accelify and here you'll
see several tabs.
You'll see my students tab which will list the students on
your my students list.
Those are the students who you are responsible for their plan.
In my caseload tab which will list students on your caseload
and you could add students in that section as well to your
caseload.
The my calendar tab which will display the calendar.
Okay you can organize and create services and schedule
services right on your calendar.
In The my services tab which will allow you to view all your
services, all those service lines.
You can create the service, a service line per for a student,
filter through your services and also export this page to a
CSV file.
In my evaluations, the same thing,
you can add the evaluation, create the evaluation,
filter through your evaluations and export it to a
CSV file, same applies with, the my student activities in
my activities tab.
My student activities tab or are your non-billable services,
my activities can include recess duty,
Launch lunch duty, if you're having a professional development one
day, you can include that and you can also include it right
inside your calendar to allow you to really organize your
professional work week.
In my groups, you can add groups of students who you'll you will
be servicing and you can schedule that group service on
your calendar.
In my dashboard, you can view a pie graph of scheduled
services, delivered services, cancelled services,
guys okay that's really nice visual for you.
When you click right on that color,
you actually will see which students have scheduled
services and how many.
Now we are going to go right into the 504 plan homepage.
We are going to click on the 504 orange icon and here you
can see that Miami 504 tab will be highlighted.
You'll see that the blue bar has changed according to
where we are in the system.
So here you see my lists and my students and we can add
students to our my students list here.
As we scroll down the page, you'll see important
announcements.
You will also see the students on the my,
on my students list who have 504s.
You'll see your their upcoming events,
the schedule date, the grade and location.
You will notice that in under event,
you will see links to that upcoming event.
So you don't need to click on the student name,
go to their events and then look for that upcoming event.
You have the link right there for you so you can quickly
navigate to that event.
As you scroll down, you also have the option of filtering
through all these students with 504 plans.
You will notice in the upcoming column,
you will have links to those upcoming events and in the due
column, you will see color-coded calendars,
green meaning that you have more than 30 days to complete
this event, yellow meaning that you have within 30 days,
you need to start completing this event okay?
And then red meaning that this event is 10 days away and you
need to start finishing these forms.
You need to start completing these forms.
So the number inside that calendar will indicate how
many days away you are from that due date.
So right now we are going to click on that student's name.
Okay here we'll be directed to the student pages so make sure
you are under Miami 504.
You will see the student information section where
information will be migrated over from ISIS.
You'll see the demographic information,
disabilities, dismissed exceptionalities,
ESOL level, medical authorization section as well
as contacts.
Here you have an event section where you'll see upcoming
events as well as locked events.
You'll be able to create events here as well.
Here in the contact log and notes section,
you have the ability to create and add contact log and notes
that may or may not pertain to that student's plan.
In the attachment section, you can upload
new attachments here.
You can also view migrated attachments that have come
over from your previous system.
In addition, you can filter through the migrated
attachments by clicking on the arrow and expanding the
window, typing in the textbox and then clicking on filter.
Here you'll you will have an assessments section too and where
you can create the assessment.
Okay so here you can create your assessment and save.
Then click on the down arrows to expand to see that score
and then click on that top arrow to collapse that window.
Okay?
Here you have the 504 team where you can create your team
so here we will do that.
We can click on create, select our participant,
remember this is just an example,
so we just created one of the users.
We're going to click on create you're going to see user,
the relationship and then you're going to click on select.
You can either find that staff member by first or last name,
or if you see that staff member there,
you can select, highlight that name and click on select and
then save, create, see say we need 504, 504
coordinator, okay.
So now we would like to also add the parent,
so we're going to click on the student contact tab,
click right inside that textbox and then click save
and then if you would like to add a custom user,
you could click on custom, if there's a new counselor,
so we're going to start typing in counselor if you don't want
to scroll and then type in her name.
You can also add the phone number and the email as well and
then click on save.
So there you go, we have our team.
Always create your team before you start billing filling out your
notice because when you're in your notice,
you will be inviting your team members.
So here we can see our 504 notice of eligibility meeting.
We're going to now click in to that meeting.
Here you'll see your event overview.
You'll also see your bread crumbs starting to form.
Okay, so here we know we're on in the right section of the
system.
Here in the event overview, you see color-coded circles,
red meaning that the form is incomplete,
yellow meaning that the form is in the process of
completion and green, which means the form is complete.
You'll also see that thing same, student information form which
displays, you know demographic information et*cetera that is
migrated over from ISIS.
Here you'll see a distribution manager form which I'll talk
about in a few minutes and here you'll see under forms,
that notice of meeting and the procedural safeguards.
Let's click into the notice of meeting form.
Here you'll see a white arrow on the top right of every form.
This will display a video that will help you navigate through
you're the form.
So I highly recommend that you click on this white arrow
to get that tutorial.
As we move through the notice of meeting form,
we'll see the responses section at the top where you
will be able to record parent responses after you distribute
in the distribution manager.
You'll see the student's name populated in this section.
Here you'll be able to select a different school if
necessary.
You can also click on other and
type in a different school there.
Here you can select the date of the meeting.
You can also, you can either use the icons then to select the
time and date or type right inside these fields and
whichever you choose to do, whichever is easier for you
and here you've got, you're going to provide some contacts
for the parent in case their parent has any questions.
Here you can see that the red highlighted fields which are
those required fields in our system.
They are clearing once I fill out those fields.
Now I'm going to discuss the results of a child's
evaluation or you can choose any other purpose that you've
see fit.
Alright here you're going to be inviting your team members
so this is just a dropdown and selecting those team members
that you've already created.
You can add additional team members as well but these are
the required team members that I need to invite.
How do I know they're required?
They are highlighted in red.
Here I can also add additional team members.
They you'll see some grayed out areas.
Okay that's for the parents to fill out.
Now this validate form action button,
it's highly recommended to select after you've complete
every form.
This not only saves your information but it validates it,
making sure that every required field is complete and
once we complete this notice, we will be ready to distribute
the form.
Remember, if the system is running a little slow,
just refresh and that usually solves,
okay so now we're going to go into the distribution manager.
Let's go fill that out one more time quickly.
We're going to fill this out
and validate is the right way to go.
Okay.
We're going to now select the purpose,
select our team members, make sure to save your information.
You can save and then validate but validate also saves,
okay?
So now, we're ready to go into our distribution manager and
distribute our notice.
Okay so make sure to add in your parent and I just clicked on
that student contact tab.
Here I'm going to make sure my language is correct,
the method in which I wish to distribute.
I'm going to say notification of U.S. mail.
I'm going to select the forms that I wish to distribute and
then click distribute.
This forms a distribution attempt on the bottom of my
screen, documents that I distributed.
You'll notice on the procedural safeguards.
I will see it here on a pdf file.
I will then be able to print out that pdf file of these two
forms and then you know, give that to the parent to sign.
Once that parent returns the document notice of meeting,
signed and saying she can come to the meeting,
it you will come into that notice of meeting again.
Click on the pencil icon and record that parent's response
and her date of response.
These are heard His or her, date of response.
Here you can upload that signed document by clicking on
the paperclip icon and then you can view that signed
document and print it out if you wish to by clicking on the
pdf icon.
So now, we would like to distribute one more time.
I've made a follow-up phone call.
So I'm going to change my method to phone call then
click on include, going to click on notice of meeting.
I'm distributing the notice of meeting information.
Here you can see my second distribution attempt.
So these distribution attempts will appear on the front cover
of your plan similar to what you,
similar to your contacts or parent contacts.
In our system, there's those contact log,
the notes, those are an added feature.
These are with the distribution attempts that
appear on the front cover of the plan.
Contact log notes, you can always document additional
contact logs and you can document notes.
That notes section will appear at the end of the plan.
Okay, so now that I've distributed the second time by
phone, I will go back into the notice of meeting form and
record the response.
I will click on the pencil icon and record that parent
response and then click on save.
Okay now, I have completed the entire event and in the notice of
meeting event, by then case my event is compliant but I will not lock
my notice until I have the meeting complete.
Okay?
Because there are any last minute changes or
cancellations or the parent wants to reschedule,
you could simply go back into the notice in an unlock state,
click on date, change the date and then redistribute.
But You do not have to create a new event.
So now they access the 504 initial evaluation.
I will go back to my 504 events page which I can easily
navigate to through my bread crumbs,
I'm going to click on my 504 initial evaluation.
Here I see my event overview with my color-coded circles.
That student information section,
I see my distribution manager again.
Here I have my parent consent to evaluate,
so I'm going to make sure I upload the parent consent to
evaluate form and record the parent response.
Parent agrees to evaluate and now I'm going to go through
and I can upload evaluation documents et cetera.
Private evaluation, here I have mutual exchange of
information and I can fill this out.
Use the save, remember validate form saves your
information as well as validates the form and form
has been validated successfully.
Here you can see that a response is needed so first I
have to distribute this document.
If I go into distribution manager.
Remember we can refresh.
Now we're going to be selecting our student contact.
Click on that checkbox, select add, make sure to include the
correct method and the correct language and then click on the
checkbox under include, click on mutual exchange of
information and then click on distribute.
Okay I can see a pdf file has formed in on the bottom
of to my screen.
I can open up this file and print it out.
Give it to the parent.
Once that parent has returned it,
I can then go back into the form,
click on the pencil icon and then select that date and then
click on save.
Okay, so now I'm ready to go, now I also have this the
procedural safeguards.
I can, I can also distribute here.
I have my contact log and notes section that I can also
access as well as my attachments that I can use if I
need to upload additional attachments.
Now I'm going to onto into my 504 events section and access
my 504 eligibility meeting.
Here I'll see my event overview which my,
with my color-coded circles, my student information and
distribution manager.
Okay I'm ready to take attendance.
We are starting the meeting and you'll see that the people
who you have invited had been populated into this section.
Here you can select if your team members have attended or
did not attend and then select validate form which will save
the information and validate it.
You can always add additional members here as well.
Now we are going to print this form out so this will appear
as a pdf file, you will print it out.
Those members will sign the paper.
After the meeting is held and everyone has signed and
agreed, you can even lock this event and then go back into
the meeting signature section and upload the signed form.
I see you have that meeting signatures form here in this
section.
Here you have the non-discouragement form which
you will need to distribute.
Okay, so you're going to need to distribute that.
You can do that ahead of time.
Here you have that 504 eligibility so you have a
parental input, you can choose your evaluation data,
Sign okay then you can save and validate and save your form.
Okay here you have your student section 504
eligibility determination.
Here you would select, does a student have a physical or
mental impairment?
You can say yes.
Create your disability, here there's does the physical or mental
impairment substantially limit one or more major life
activities.
It's to identify any major life activities or major
bodily functions by checking the appropriate box.
So you can select yes and make your choices,
select the priority and click on save and then you will see
that disability here.
In this section, question three,
does a student need section 504 services in order for his
or her educational needs can to be met as adequately as those
of non-disabled peers.
I'm going to say yes.
Here you have an analysis of the results of section 504
team's answers and then you're going to click on save to save
that information.
Here you'll have a summary.
You can select whatever is appropriate.
I'm going to select that we have determined,
there's a section 504 eligible and accommodation plan,
I can save and validate my form.
Here in the disability section,
I can then modify by clicking on the pencil icon and
inputting the appropriate dates and then clicking on save.
So here you go, here I see that,
you can even add my placement date,
oh, the placement date is for that initial so,
placement date is when you actually have that initial,
504 initial and then you can say that that is the placement
date for that student.
Here, 504 procedural safeguards is available to
you, contact log and notes, you can create contact log and
also create a notes and type in your notes here.
That will be printed out at the very end of the plan and
you can also expand the textbox by dragging out the textbox on
the bottom right, and then clicking on save.
Here you have an attachment section where you can upload
additional attachments.
And now I'm going to go into my 504 events and I'm ready to
start locking my events so I'm going to click on the notice.
I've checked my event compliance,
okay now I'm ready to lock.
It will become read-only.
After locking I'll be redirected back into the
events section and we'll see my eligibility notice here
under ended and locked events.
I can always print this out again,
distribute it, I can upload, scan and upload documents into
an event even though it is locked but I cannot modify or
edit information inside the locked event.
Now I will lock my initial evaluation.
Okay, if I validated every form and my event is compliant
then I can lock the event.
So here you go, you see that initial evaluation sitting
under ended and locked events.
Okay now in 504 eligibility meeting,
I believe the last thing we had to do is distribute that
non-discouragement form for this event to be compliant.
Okay we're going to refresh again.
Here I'm going to add that student contact and click on
add, make sure to select the correct method and that
checkbox include next to the right person,
so this is the parent, going to click on the
non-discouragement form and click on distribute.
You do have other options as well,
you know, as you can see here.
When you're complete, completely done and locked,
these, the eligibility documents in the eligibility
meeting, you can go ahead and distribute a draft or a final
if you want, you can distribute a draft once you
completed it and then you can lock and distribute the final
through the distribution manager as well.
It's your choice.
Here you have the pencil icon, right here you're going to say
have or have not been discouraged as parent.
Either has or has not been discouraged
so we distributed it,
we went right back into the non-discouragement form or we
recorded the response under the response section.
We can now upload this signed document by clicking on the
paperclip icon and view the signed document by clicking on
the pdf icon and now we're going to check our event
compliance.
Our event passed compliance successfully so we'll lock the
event, click on ok, and now a window appears.
Will the student's initial meeting be conducted today?
If I select yes, then I will not have to create,
we will not have to fill out another notice and they I will
just be able to continue and work in that initial meeting.
If I select no, then a new notice with initial meeting
underneath that notice will appear.
I'll select no to show you what that looks like.
So if you're having an initial meeting on a different day,
and now you'll see an upcoming event,
that notice of initial meeting and that initial meeting itself.
And then you can select the dates in that notice.
You'll also see a re-evaluation event coming up,
okay, so that will be three years minus today,
also populate okay?
So that concludes this portion of the webinar on how to
complete and lock the 504 eligibility meeting.
You have any questions, please type them in at this time.
Okay I'll wait a few more minutes.
Please type in any questions you may have at this time.
Okay I see one question, thank you.
How do I go about doing a 504 for nursing friend
neurogenic bladder?
Would it be considered other as disabilities?
You would write if it was considered other in your
previous system, in other, it will be considered other here.
This is all information we have from the district.
So, example,
click into re-evaluation and see what your options are.
No, no logical disorders including head injury,
I mean if you don't see that here,
then I would select other disabilities definitely and
then you could, you would have a place to record that.
Okay?
Very good question.
Okay next question, how we can we get a list of the active
students on a 504 of our school?
Good question.
When you first enter the homepage,
you can go into 504, the 504 plan homepage or wherever you
want in the system actually.
You can use our, our navigation icon and click on
504 homepage and that will allow you to see all the
students with 504 plan.
You like to filter for a certain school,
students with 504 plans.
You could just select that school and then click on filter.
So obviously those kids, yeah, some,
you know, you can look for your school then change the
status which, trying to find a school,
students with 504, there's one.
Okay, so here I found a student.
They're active you can select active.
You can just select school, click filter and you'll see
all the students with the 504 plan in that school.
See, next question.
No more questions?
Okay if you have any additional question please
type them in at this time.
I'm going to wait a few more minutes so if you do have last
minute questions, please make sure to type them
in at this time.
Okay, thank you.
Someone just asked another question.
Is there a way to create a report showing dates or due
dates of eligibility?
Reports?
Yes, would be here.
Let me scroll up.
You could go into the reports dashboard in reporting levels
okay and you would have options there for reports.
You can search by due dates by here,
you can click on the due date.
On, you know whatever due date you're looking for or whatever
upcoming event, and then click on filter,
and that would filter for students with only that
upcoming event or only that due event.
Next question, the 504 list of students on 504 students are
showing duplicate.
Sometimes if they have more than one plan,
they will show up I guess more than once or sometimes if they
have more than one upcoming 504 event,
they will show up more than once so for example,
looking all these events, so it really just allows you to
click on any of the event or the event that you're looking for.
Okay, if you've any more questions,
please type them in at this time.
Okay I see there are no more questions.
Thank you all for joining this webinar
and have a wonderful day.
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